RocketSCAN Online:
Pre-population of Student Data
Bruce Rouslin 4/4/2023
Document Version 1.1
Scope and purpose
The RocketSCAN Online Application System and the RocketSCAN Online Income Survey sites can utilize a custom URL from an external process (such as an enrollment process), that will pre-populate the “Students” section of the online application or form with known information on enrolled students in a household.
Pre-requisites
The district must be able to provide RocketSCAN with a unique household identifier that is able to be used to determine household membership. All students in the family must share the same unique identifier. It is expected that this data source is updated frequently so that RocketSCAN’s daily student data import has the most up-to-date student and household information. This will allow newly enrolled members to have their students pre-populated in the application or form. The household identifier must exist in the RocketSCAN database prior to use of the custom URL for this feature to work.
Responsibilities of the district
Provide RocketSCAN with household identifiers
Provide a data source for use with this feature. The Schema and Data required is:
|
Column Name
|
Data Type
|
Description
|
|
StudentNumber
|
nvarchar(50), not null
|
Student identifier
|
|
FirstName
|
nvarchar(50), not null
|
Student’s first name
|
|
LastName
|
nvarchar(50), not null
|
Student’s last name
|
|
DOB
|
datetime, null
|
Student’s date of birth
|
|
HouseholdID
|
nvarchar(50), not null
|
Household identifier of the household to which the student belongs
|
It is expected that this data source is updated frequently so that RocketSCAN’s daily student data import has the most up-to-date student and household information. This will allow newly enrolled members to have their students pre-populated in the application or form.
If the data is provided as a text or CSV file, then it must be located where the RocketSCAN FMA Service has access to it. If the data is to be extracted from another SQL database, then credentials for a user that has at least data-reader access to that database must be provided.
Cloud hosted RocketSCAN customers must provide a Windows server environment to host the RocketSCAN FMA Service and Data Extraction Wizard Service to import the information from the data source to the cloud hosted RocketSCAN database. If the data source is a text or CSV file, then this server must be able to access its location.
Provide unique URL to applicants
The district must provide a unique URL to the person using the external process. The unique URL for each household is access by adding “/?id=[HouseholdID]” to your district’s existing RocketSCAN online URL.
If the district uses its own web server to host their RocketSCAN online meal application or income survey, then the unique URL to be provided will be https://[yourwebsitehere]/?id=[HouseholdID]
If Image One hosts the district’s online meal application or income survey, then the unique URL to be provided will be https://[yourdistrict].rocketscanapps.com/?id=[HouseholdID]
For example: if there is a family ID of “123”, then the unique URL to be given to the parent or guardian for their pre-populated application or survey is: https://Yoursite.yourdistrict.com/?id=123 or https://yoursite.rocketscanapps.com/?id=123
Responsibilities of RocketScan
Image One software support will configure the import of student and household data to the RocketSCAN database from the data source provided by the district.
Process
- District provides the data source for the household identifiers.
- RocketSCAN updates its database with the information from the data source.
- Parent/guardian is provided with their custom URL to complete their online meal application or income survey.
- The form is pre-filled with student information from the matching household identifier. For households with more than one student, the pre-filled information is displayed one student at a time. After “Add this student” is clicked, the information for the next student in the household is displayed until all students from the household have been added to the form.
- The rest of the form is completed by the parent/guardian.
- The district processes the application or income survey in RocketSCAN’s Validation module. Processing time and Missing IDs are greatly reduced because of the pre-populated student information!
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